Payroll & HR Officer (Hybrid)

SUMMARY:
The Payroll & HR Officer is to assume responsibility for the administration and processing of payrolls in a diverse, dynamic, and rapidly developing non-profit organization (NPO) which is a leader in management of conservation at scale and comprises a workforce of +- 500 staff in various SADC countries wherein the organization has an operational presence.

POSITION INFO:
ROLE ACCOUNTABILITIES

Payroll Administration
- Manage an in-house payroll system, including maintenance and control of payroll specifications.
- Ensure accurate and timely execution of payroll.
- Capture payroll changes, earnings, and deductions on Sage 300 People.
- Prepare and reconcile internal payroll reports, ensuring compliance with various tax authorities.
- Respond to payroll queries.
- Coordinate with HR to ensure accurate and timely processing of new hires, terminations, promotions, and transfers in the payroll system.
- Generate and distribute payroll reports to management and relevant departments.
- Collaborate with Finance to reconcile payroll accounts and resolve any discrepancies.
- Stay updated on changes in payroll regulations and laws to ensure compliance and accuracy in payroll processing.
- Assist in the preparation and submission of statutory payroll-related reports and returns.
- Maintain confidentiality and security of payroll information and records.

Contract Administration
- Track contracts for extension as well as checking valid work permits, passports, and visas.
- Draft and distribute visa & confirmation of employment Letters.
- Complete staff resignation process.
- Draft and distribute salary adjustment letters.

Benefits Administration
- Assist and guide employees regarding employee risk benefits to which they may be entitled.
- Assist and guide employees regarding claims processes for disability, IOD claims and where appropriate, medical insurance claims.
- Facilitate the enrollment of employees in medical aid and retirement fund programs, ensuring accurate and timely processing of applications.
- Collaborate with employee to disseminate comprehensive benefits information to employees during the pre-boarding process, ensuring they are aware of available benefits and entitlements.
- Ensure employees sign all necessary benefits documentation and submit it to relevant service providers in a timely manner, maintaining accurate records of all transactions.
- Act as a point of contact for employees regarding the benefit program, addressing queries, providing clarification, and offering support as needed.
- Liaise with external benefit providers, such as insurance companies and retirement fund administrators, to coordinate the administration of benefits and resolve any issues or discrepancies.
- Stay informed about changes or updates to benefit programs, regulations, and compliance requirements, ensuring adherence to relevant laws and policies.
- Continuously evaluate and enhance the benefits administration process, seeking opportunities for automation, efficiency improvements, and cost savings.

Leave Administration
- Manage the accrual and taking of leave on multiple platforms.

Generate standard and customized reports
- Extract and distribute month-end payroll and staff movement reports.
- Extract and report Employment Equity data annually.
- Preparation and submission of monthly and annual foreign statutory and employee benefits returns.
- Liaise with the software vendor timeously if a customized report needs to be built into the system.

Governance and Monitoring
- Maintenance of complete and accurate employment database information and payroll database.
- Assist with annual payroll audits (external auditors).
- Conduct regular audits of payroll data to ensure accuracy and compliance with company policies and legal regulations.

Employee Self Service (ESS)
- Manage the setup, configuration, and maintenance of the Employee Self-Service (ESS) system.
- Ensure accurate and timely data entry into the ESS system, including, but not limited to payslips and IRP5s.
- Provide training and support to employees on how to use the ESS system effectively.
- Monitor and troubleshoot any issues or errors related to the ESS system, working closely with IT support or software vendors to resolve technical issues promptly.
- Conduct regular audits of ESS data to ensure accuracy and completeness, identifying and correcting any discrepancies as needed.
- Stay informed about updates or changes to the ESS system, attending training sessions or webinars as necessary to maintain proficiency in system functionality.
- Act as a liaison between employees and the People Department for ESS-related inquiries or assistance, providing prompt and courteous support to resolve issues and answer questions.
- Maintain confidentiality and security of employee data within the ESS system, following established protocols and procedures to safeguard sensitive information.
- Generate reports and analytics from the ESS system to support payroll processing, auditing, and compliance reporting requirements.
- Continuously seek opportunities to improve and optimize ESS system processes and functionality, proactively identifying areas for enhancement or automation to streamline payroll administration tasks.

Minimum Requirements:
- Relevant qualification and 10 year’s payroll administration experience essential
- Proficiency in Sage 300 People Payroll and HR Administration systems is a must.
- In-depth knowledge of payroll processes, supported by understanding of statutory requirements, and employment, benefits, and tax legislation.
- Knowledge related to SADC countries and local currencies would be an advantage.
- Proficiency in all modules of MS Office 365 Professional, which includes SharePoint and MS Teams is essential. Experience using Microsoft Dynamics 365 would be an advantage.
- High degree of integrity and confidentiality, and excellent communication and inter-personal skills
- Highly numerate, well organized, and able to work to deadlines under pressure.
- Must be able to work as part of a team.

***Only shortlisted candidates will be contacted***